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Depository Library Public Service Guidelines For Government Information in Electronic Formats

[ Originally published in Administrative Notes, v. 19, #11 - 9/15/98 ]

Background The Depository Library Public Service Guidelines for Government Information in Electronic Formats (Guidelines) are the result of nearly three years of discussion and work on the part of the Depository Library Council and depository librarians concerned with providing public access to the increasing amount of Federal Government information available in electronic formats. The Council began discussing this issue at its fall 1995 meeting in Memphis, TN, after the Congress directed GPO to investigate ways of making the Federal Depository Library Program almost entirely electronic. Subsequently, at its fall 1996 meeting in Salt Lake City, UT, Council held two focus sessions on the whole array of electronic information issues confronting depository libraries. A report on the focus groups' discussions was presented at the spring 1997 Council meeting in Arlington, VA. The Council then appointed a working group to draft public service guidelines for electronic Government information in depository libraries. The draft guidelines were presented, discussed, modified, and adopted by Council at its spring 1998 meeting in Arlington, VA. The Library Programs Service (LPS) participated in these discussions. These guidelines set forth performance goals for Federal depository libraries in providing access by the public to Government information in electronic formats. The General Counsel and the Public Printer have approved the guidelines, which fit within the statutory framework of Title 44. Depository libraries have a statutory obligation under section 1911 to make paper and microformat publications "available for the free use of the general public," and these guidelines articulate the logical extension of that historic obligation into the electronic information era. The General Counsel states that "any library selecting items in electronic formats must maintain a capability to allow for unimpeded use of those documents by its public patrons." Guidelines All depository libraries should have a written policy regarding public services for Government information in electronic formats. This policy should contain provisions for no-fee access to computer workstations with CD-ROMs, diskettes, and the Internet. These should be equal to or exceed the services provided for other collections of the library. All depository libraries should offer access to Government electronic information disseminated through the Federal Depository Library Program to the general public. Attempts must be made to obtain hardware that meets the latest "Recommended Specifications for Public Access Work Stations in Federal Depository Libraries" as published annually in Administrative Notes. All depository libraries should make tangible electronic products and services (CD-ROMs, floppy diskettes) which they select available to the general public in a timely manner. For example, if a product is not currently loaded and/or supported on a depository library's computer workstation, the depository library should attempt to provide access to it within a designated time frame as determined by each library. If the depository library is unable to provide adequate access to and technical support of tangible electronic products, circulation of those products should be made available in accordance with the library's circulation policies of other non-governmental tangible electronic products or other depository resources. All depository libraries should provide Internet access to government information at no cost to the general public. Access should also include telnet and ftp capabilities to encourage downloading and/or transmission of electronic data. Depository libraries are encouraged to develop home pages or bookmarks for government information and/or work cooperatively with other depository libraries in their area to provide links to prominent or useful sites for the general public. Such efforts would be in line with Section 8-6, (publicizing the depository collection) of the Guidelines for the Federal Depository Library Program. Depository library public service areas should have a capability for fax and E-mail delivery of government information to distance users in accordance with existing policies in the library. Depository libraries are obligated by law to provide public access to depository receipts, including electronic government information products. Depository libraries should provide the ability to download or print electronic government information in accordance with GPO requirements and guidelines. Limits to or costs associated with printing or downloading shall be consistent with other public service provisions of the library. Whenever possible, depository libraries are encouraged to provide disk space on publicly available computers for temporary storage of electronic government information for patron use. Depository libraries should provide appropriate reference service and help guides/documentation of tangible electronic products and the Internet for the general public. Depository libraries are encouraged to offer training for the general public in using tangible electronic products and Internet resources.